2108202008434181883483143209.pdf - Edited by C Fletcher \u2013 For submission to HOPs Procurement of Misc Items for Rehabilitation and Revitalization of

2108202008434181883483143209.pdf - Edited by C Fletcher...

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Unformatted text preview: Edited by C. Fletcher (Aug 10, 2011) – For submission to HOPs (July 28, 2011) Procurement of Misc. Items for Rehabilitation and Revitalization of Libraries (Multan) Chief Executive Officer, District Education Authority, Multan, School Education Department Government of the Punjab Note: Procurement is done at the Office of Chief Executive Officer, District Education Authority in line with the Punjab Procurement Rules, 2014 Tender No. DEA/MN/004 Contract No. 061-9210035 Email Address: [email protected] Invitation for Bids The Chief Executive Officer, District Education Authority, Multan, School Education Department in receipt of funding from development partner/donor sponsoring education in the selected districts of Punjab. It is intended that part of which will be used to make eligible payments under the contract for supply of the following items: Lot Total Estimated Item Qty No. Price (PKR) 1 Paint 1.1 Yellow 116 1.2 Red 41 1.3 Ash White 102 461,020 259 Gallon 2 2. 3. 4. Ceiling Fan 54 430,272 Furniture 3.1 Table 147 3.2 Bench 294 3.3 Book Rack 108 3 3.4 Librarian Desk 40 6,968,600 3.5 Librarian Chair 40 3.6 Soft Board 40 3.7 Writing Board 40 English Fiction & Non-Fiction Books 7,321,883.6 4 8760 4.001-4.219 (List attached as Annexure ‘A’) Science (General), Dyslexia & Braille Books 5 3400 5,849,785.6 5.001-5.085 (List attached as Annexure ‘B’) Reference & General Knowledge Books 10,362,566 6 9440 6.001-6.236 (List attached as Annexure ‘C’) Urdu Fiction & Non-Fiction Books 7 7.001-7.403 (List attached as 16120 9,646,480 Annexure ‘D’) The Chief Executive Officer, District Education Authority now invites sealed bids from eligible bidders, i.e. Manufacturers, Printers/Publishers, Authorized Sales & Service Dealers, General Order Suppliers registered with tax authorities for supply of the items mentioned above. Bidding, to be conducted through Open Competitive Bidding (Single Stage-Two Envelope procedures) specified in the Punjab Procurement Rules, 2014, is open to all eligible bidders as defined in the bidding document. Separate Bid for each LOT is acceptable however, Partial Bid in any Lot is not allowed. One (01) Bidder may submit bid in one or more Lots. Contract(s) will be awarded lot-wise to the technically responsive lowest evaluated bidder(s). Interested eligible bidders may obtain bidding documents and further information from the Procurement Section of Chief Executive Officer, District Education Authority. 5. The provisions in the Instructions to Bidders and in the General Conditions of Contract are the provisions of the Bidding Documents. 6. Sealed Bids, along with a Bid Security (with technical proposal) at the rate of 2% of the total estimated price against each lot in the form of CDR, Pay Order, or Demand Draft, from a Scheduled Bank of Pakistan in favor of Chief Executive Officer, District Education Authority, must be delivered at the office address given below by 11:00 A.M. 05-09-2020. 7. Bids (technical proposals) will be opened on the same date at 11:30 A.M in the presence of bidders’ representatives who choose to attend in the Committee room of the office of Deputy Commissioner/ Administrator, District Education Authority, Multan. 8. Bidders are requested to give their best and final prices (inclusive of all taxes). 9. Taxes will be deducted as per applicable government rules. NTN and Sales Tax /PRA registration certificate must be provided along with the technical proposal. 10. The perspective bidders are advised to visit the site (schools) and check the requirement before submitting bids. 11. The bidder MUST submit an affidavit, declaring that they have not been blacklisted from any Govt. department or PPRA. 12. For any further information or clarifications, please contact: Chief Executive Officer District Education Authority, Multan Phone: 061-9210035 2 | P a g e PART-I SECTION I. INSTRUCTIONS TO BIDDERS (ITB) ..................................................................... 4 SECTION II. BID DATA SHEET ........................................................................................................16 SECTION III. SCHEDULE OF REQUIREMENTS ....................................................................19 SECTION IV. TECHNICAL SPECIFICATIONS ........................................................................20 SECTION V. BIDDING FORMS .........................................................................................................91 PART-II SECTION I. CONTRACT FORMS ................................................................................................. 100 1. Contract Form..................................................................................................................................... 100 2. Performance Security Form............................................................................................................ 101 SECTION II. GENERAL CONDITIONS OF CONTRACT (GCC) ................................... 102 SECTION III. SPECIAL CONDITIONS OF CONTRACT (SCC) ..................................... 112 3 | P a g e Part-I Section I. Instructions to Bidders A. Introduction 1. Source of1.1 The Procuring Agency, named in the Bid Data Sheet, has received a budget from the Government of Punjab. The Procuring Agency Funds intends to apply a portion of the proceeds of this budget to eligible payments under the contract for which this Invitation for Bids is issued. 2. Eligible2.1 This Invitation for Bids is open to all suppliers, except as Bidders provided hereinafter. 2.2 Bidders should not be associated, or have been associated in the past, directly or indirectly, with a firm or any of its affiliates which have been engaged by the Procuring Agency to provide consulting services for the preparation of the design, specifications, and other documents to be used for the procurement of the goods to be purchased under this Invitation for Bids. 2.3 Government-owned enterprises may participate only if they are legally and financially autonomous, if they operate under commercial law, and if they are not a dependent agency of the Government. 2.4 Bidders shall not be under a declaration of blacklisting by any Government department or Punjab Procurement Regulatory Authority (PPRA), 2014. 3. Eligible Goods and Services 3.1 All goods and related services to be supplied under the contract shall have their origin in eligible source countries, defined in the Bid Data Sheet (BDS), and all expenditures made under the contract will be limited to such goods and services. 3.2 For purposes of this clause, “origin” means the place where the goods are mined, grown, or produced, or the place from which the related services are supplied. Goods are produced when, through manufacturing, processing, or substantial and major assembly of components, a commercially-recognized product results that is substantially different in basic characteristics or in purpose or utility from its components. 4. Cost of Bidding 4 | P a g e 3.3 The origin of goods and services is distinct from the nationality of the Bidder. 4.1 The Bidder shall bear all costs associated with the preparation and submission of its bid, and the Procuring Agency named in the Bid Data Sheet, hereinafter referred to as “the Purchaser,” will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process. B. The Bidding Documents 5. Content of Bidding Documents 5.1 The goods required, bidding procedures, and contract terms are prescribed in the bidding documents. In addition to the Invitation for Bids, the bidding documents include: (a) Instructions to Bidders (ITB) (b) Bid Data Sheet (c) Schedule of Requirements (d) Technical Specifications (e) Bid Submission Form (f) Manufacturer’s Authorization Form (g) Price Schedules (h) Contract Form (i) Performance Security Form (j) General Conditions of Contract (GCC) (k) Special Conditions of Contract (SCC) 5.2 The Bidder is expected to examine all instructions, forms, terms, and specifications in the bidding documents. Failure to furnish all information required by the bidding documents or to submit a bid not substantially responsive to the bidding documents in every respect will be at the Bidder’s risk and may result in the rejection of its bid. 6. Clarification of 6.1 A prospective Bidder requiring any clarification of the bidding Bidding documents may notify the Purchaser in writing or by email at the Documents Purchaser’s address indicated in ITB Clause 19.1. The Purchaser will respond in writing to any request for clarification of the bidding documents which it receives no later than three (3) days prior to the deadline for the submission of bids prescribed in the Bid Data Sheet. Written copies of the Purchaser’s response (including an explanation of the query but without identifying the source of inquiry) will be sent to all prospective bidders that have received the bidding documents. 7. Amendment of Bidding Documents 7.1 At any time prior to the deadline for submission of bids, the Purchaser, for any reason, whether at its own initiative or in response to a clarification requested by a prospective Bidder, may modify the bidding documents by amendment. 7.2 All prospective bidders that have received the bidding documents will be notified of the amendment in writing or by email, and will be bidding on them. 7.3 In order to allow prospective bidders reasonable time in which to take the amendment into account in preparing their bids, the Purchaser, at its discretion, may extend the deadline for the submission of bids. 5 | P a g e C. Preparation of Bids 8. Language of Bid 8.1 The bid prepared by the Bidder, as well as all correspondence and documents relating to the bid exchanged by the Bidder and the Purchaser shall be written in the language specified in the Bid Data Sheet. Supporting documents and printed literature furnished by the Bidder may be in the same language. 9. Documents9.1 The bid prepared by the Bidder shall comprise the following components: Comprising the Bid (a) a Bid Form and a Price Schedule completed in accordance with ITB Clauses 10, 11, and 12; (b) documentary evidence established in accordance with ITB Clause 13 that the Bidder is eligible to bid and is qualified to perform the contract if its bid is accepted; (c) documentary evidence established in accordance with ITB Clause 14 that the goods and ancillary services to be supplied by the Bidder are eligible goods and services and conform to the bidding documents; and (d) bid security furnished in accordance with ITB Clause 15. 10. Bid Form10.1 The Bidder shall complete the Bid Form and the appropriate Price Schedule furnished in the bidding documents, indicating the goods to be supplied, a brief description of the goods, their country of origin, quantity, and prices. 11. Bid Prices11.1 The Bidder shall indicate on the appropriate Price Schedule the unit prices (where applicable) and total bid price of the goods it proposes to supply under the contract. 11.2 Prices indicated on the Price Schedule shall be delivered duty paid (DDP) prices. 11.3 The Bidder’s separation of price components in accordance with ITB Clause 11.2 above will be solely for the purpose of facilitating the comparison of bids by the Purchaser and will not in any way limit the Purchaser’s right to contract on any of the terms offered. 11.4 Prices quoted by the Bidder shall be fixed during the Bidder’s performance of the contract and not subject to variation on any account, unless otherwise specified in the Bid Data Sheet. A bid submitted with an adjustable price quotation will be treated as nonresponsive and will be rejected, pursuant to ITB Clause 24. 12. Bid Currencies 12.1 Prices shall be quoted in Pak Rupees unless otherwise specified in the Bid Data Sheet. 6 | P a g e 13. Documents13.1 Pursuant to ITB Clause 9, the Bidder shall furnish, as part of its bid, documents establishing the Bidder’s eligibility to bid and its Establishing Bidder’s qualifications to perform the contract if its bid is accepted. Eligibility and Qualification 13.2 The documentary evidence of the Bidder’s eligibility to bid shall establish to the Purchaser’s satisfaction that the Bidder, at the time of submission of its bid, is eligible as defined under ITB Clause 2. 13.3 The documentary evidence of the Bidder’s qualifications to perform the contract if its bid is accepted shall establish to the Purchaser’s satisfaction: (a) that, in the case of a Bidder offering to supply goods under the contract which the Bidder did not manufacture or otherwise produce, the Bidder has been duly authorized by the goods’ manufacturer or producer to supply them in Pakistan; (b) that the Bidder has the financial, technical, and production capability necessary to perform the contract; (c) that, in the case of a Bidder not doing business within Pakistan, the Bidder is or will be (if awarded the contract) represented by an Agent in that country equipped, and able to carry out the Supplier’s maintenance, repair, and spare parts stocking obligations prescribed in the Conditions of Contract and/or Technical Specifications; and (d) that the Bidder meets the qualification criteria listed in the Bid Data Sheet. 14. Documents14.1 Pursuant to ITB Clause 9, the Bidder shall furnish, as part of its bid, documents establishing the eligibility and conformity to the Establishing Goods’ bidding documents of all goods and services which the Bidder Eligibility and proposes to supply under the contract. Conformity to Bidding 14.2 The documentary evidence of the eligibility of the goods and Documents services shall consist of a statement in the Price Schedule of the country of origin of the goods and services offered which shall be confirmed by a certificate of origin issued at the time of shipment. 14.3 The documentary evidence of conformity of the goods and services to the bidding documents may be in the form of literature, drawings, and data, and shall consist of: (a) a detailed description of the essential technical and performance characteristics of the goods; (b) a list giving full particulars, including available sources and current prices of spare parts, special tools, etc., necessary 7 | P a g e for the proper and continuing functioning of the goods for a period to be specified in the Bid Data Sheet, following commencement of the use of the goods by the Purchaser; and (c) an item-by-item commentary on the Purchaser’s Technical Specifications demonstrating substantial responsiveness of the goods and services to those specifications, or a statement of deviations and exceptions to the provisions of the Technical Specifications. 14.4 For purposes of the commentary to be furnished pursuant to ITB Clause 14.3(c) above, the Bidder shall note that standards for workmanship, material, and equipment, as well as references to brand names or catalogue numbers designated by the Purchaser in its Technical Specifications, are intended to be descriptive only and not restrictive. The Bidder may substitute alternative standards, brand names, and/or catalogue numbers in its bid, provided that it demonstrates to the Purchaser’s satisfaction that the substitutions ensure substantial equivalence to those designated in the Technical Specifications. 15. Bid Security15.1 Pursuant to ITB Clause 9, the Bidder shall furnish, as part of its bid, a bid security in the amount specified in the Bid Data Sheet. 15.2 The bid security is required to protect the Purchaser against the risk of Bidder’s conduct which would warrant the security’s forfeiture, pursuant to ITB Clause 15.7. 15.3 The bid security shall be in Pak. Rupees and shall be in one of the following forms: (b) Bank call-deposit (CDR), Demand Draft (DD), Pay Order (PO) or Banker’s cheque valid for thirty (30) days beyond the validity of bid. 15.4 Any bid not secured in accordance with ITB Clauses 15.1 and 15.3 will be rejected by the Purchaser as nonresponsive, pursuant to ITB Clause 24. 15.5 Unsuccessful bidders’ bid security will be discharged or returned as promptly as possible but not later than thirty (30) days after the expiration of the period of bid validity prescribed by the Purchaser pursuant to ITB Clause 16. 15.6 The successful Bidder’s bid security will be discharged upon the Bidder signing the contract, pursuant to ITB Clause 32, and furnishing the performance security, pursuant to ITB Clause 33. 15.7 The bid security may be forfeited: (a) 8 | P a g e if a Bidder withdraws its bid during the period of bid validity specified by the Bidder on the Bid Form; or (b) in the case of a successful Bidder, if the Bidder fails: (i) to sign the contract in accordance with ITB Clause 32; or (ii) to furnish performance security in accordance with ITB Clause 33. 16. Period of Validity of Bids 16.1 Bids shall remain valid for the period specified in the Bid Data Sheet after the date of bid opening prescribed by the Purchaser, pursuant to ITB Clause 19. A bid valid for a shorter period shall be rejected by the Purchaser as nonresponsive. 16.2 In exceptional circumstances, the Purchaser may solicit the Bidder’s consent to an extension of the period of validity. The request and the responses thereto shall be made in writing (or by email). The bid security provided under ITB Clause 15 shall also be suitably extended. A Bidder may refuse the request without forfeiting its bid security. A Bidder granting the request will not be required nor permitted to modify its bid, except as provided in ITB Clause 16.3. 16.3 In the case of fixed price contracts, if the award is delayed by a period exceeding sixty (60) days beyond the expiry of the initial bid validity, the contract price will be adjusted by a factor specified in the request for extension. 17. Format and17.1 The Bidder shall prepare an original and the number of copies of the bid indicated in the Bid Data Sheet, clearly marking each Signing of Bid “ORIGINAL BID” and “COPY OF BID,” as appropriate. In the event of any discrepancy between them, the original shall govern. 17.2 The original and the copy or copies of the bid shall be typed or written in indelible ink and shall be signed by the Bidder or a person or persons duly authorized to bind the Bidder to the contract. All pages of the bid, except for unamended printed literature, shall be initialed by the person or persons signing the bid. 17.3 Any interlineation, erasures, or overwriting shall be valid only if they are initialed by the person or persons signing the bid. 17.4 The Bidder shall furnish information as described in the Form of Bid on commissions or gratuities, if any, paid or to be paid to agents relating to this Bid, and to contract execution if the Bidder is awarded the contract. D. Submission of Bids 18. Sealing and 9 | P a g e 18.1 The Bidder shall seal the original and each copy of the bid in Marking of Bids separate envelopes, duly marking the envelopes as “ORIGINAL” and “COPY.” The envelopes shall then be sealed in an outer envelope. 18.2 The inner and outer envelopes shall: (a) be addressed to the Purchaser at the address given in the Bid Data Sheet; and (b) bear the title of procurement Activity indicated in the Bid Data Sheet, the Invitation for Bids (IFB) title and number indicated in the Bid Data Sheet, and a statement: “DO NOT OPEN BEFORE,” to be completed with the time and the date specified in the Bid Data Sheet, pursuant to ITB Clause 2.2. 18.3 The inner envelopes shall also indicate the name and address of the Bidder to enable the bid to be returned unopened in case it is declared “late”. 18.4 If the outer envelope is not sealed and marked as required by ITB Clause 18.2, the Purchaser will assume no responsibility for the bid’s misplacement or premature opening. 19. Deadline for19.1 Bids must be received by the Purchaser at the address specified under ITB Clause 18.2 no later than the time and date specified Submission of in the Bid Data Sheet. Bids 19.2 The Purchaser may, at its di...
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